RE: Instructions for Special Education Tuition & Board Report (EF-S-07)

Special Education Tuition & Board Report (EF-S-07)

*INDICATES NEW REQURIEMENT

Due date: September 15, 2016

The official 2015-2016 Special Education Tuition & Board Report (EF-S-07) for each School Administrative Unit (SAU) is now available through the NEO system. The report may automatically provide a list of children with disabilities who had an active out-of- district placement at a private school during the 2015-2016 school year. However, some students may not be listed and will have to be added through the “Add” feature – such as students in a public school day program or a public regional program.

This report is required to be submitted by each SAU even if there are no students to report. 2017-2018 EPS Special Education allocation calculations will be based on the amounts indicated (zero, if no amounts have been entered) and will impact 2017-2018 state subsidy for your SAU.

Instructions

Step 1. Compile a list of students.

Please compile a list of your SAU’s children with disabilities who were in an out-of- district placement for the 2015-2016 school year for which your SAU paid for Special Education tuition and board. The list should include the following required information:

o State student ID number o Complete student name o Student’s Date of Birth o Name of school that the student has been placed o 2015-2016 Special Education tuition and board costs for these students and whether these costs were paid with local funds or other funds (if using other funds, you will need to know the source of funding).

*State Wards and State Agency Clients – It is now required to include State Wards and State Agency Clients whose special education tuition costs were paid by the SAU; even if those tuition costs were reimbursed to the SAU by the Department with State Agency Client funds.

We recommend that you have all the above information before you start entering this information into the EF-S-07.

There is a session time limit set on the EF-S-07 for security purposes. If you have not entered data or saved data for 20 minutes, the session will time-out and you will need to log-in again. Once data is saved successfully, it will remain in the report.

Updated 7/2016 Step 2. Log into the NEO system

Personnel with the role of “Special Education” who has already established a username and password may access this report in the NEO system by following the link below. https://neo.maine.gov/DOE/NEO/Accounts/

Personnel with the role of “Special Education” who have not established a username and password must request a NEO – special education modular username and password by emailing a request to [email protected] .

Step 3. Click on the Special Education tab.

Step 4. Scroll down to the “Request for Subsidy Allocation of Tuition and Board for Students with Disabilities” section.

Step 5. Click on link to add a new EF-S 07 report.

Step 6. If you are responsible for more than one SAU, choose the School Administrative Unit for which you are reporting.

Step 7. Click on “add new EF-S 07”

Step 8. Click on “resident SAU link”

Step 9. Complete header information:

 Person completing form  Telephone  Email address

Step 10. If it is necessary to add additional students to the EF-S 07 report, click on the “edit students” button.

Step 11. Enter student’s State ID number and click on the “add new student” button. Verify that the student that populates on the report is the correct student.

Step 12. Choose from the dropdown menu, the placement of the student.

*Continue to add students and their placements as needed*

Step 13. Once all students are listed, click on the “update students” button.

Updated 7/2016 Step 14. Choose the appropriate column (Elementary/Secondary) to enter tuition and board expenditure totals for that student’s placement. Do not include related services or “regular” education expenditures. o Local Funds – Elementary (Pre-K-8th grade) o Local Funds – Secondary (Grades 9-12) o Other Funds – Elementary (Pre-K-8th grade) o Other Funds – Secondary (Grades 9-12)

Step 15. If you choose an “other funds” column, it is required that you select from the dropdown menu where the funds were expended from.

Step 16. Click on “save EF-S 07”.

Step 17. Change the “status” of the report in the header from “new” to “ready for approval” and click on the “save EF-S 07”.

You may print this report by right clicking on the page and choosing the print option.

Please be sure that total special education tuition and board expenses for out-of-district placements are reported. The total special education tuition and board expenditures submitted on this report should agree with the special education tuition and board reported in the MEDMS Financial System.

If you have questions regarding the completion of EF-S-07, please contact Stephanie Clark at (207) 624-6807 or [email protected].

Updated 7/2016